Job Title: Senior Buyer Division: Purchasing Location: Service Center Reports To: Purchasing Manager Job Status: Full Time Pay Status: Non Exempt Job Grade: 215 Date Created / Revised 6/27/2017 Position Summary Under general direction, performs procurement functions of designing and writing solicitations, evaluating and monitoring contracts for compliance, leading the proposal evaluation process, negotiating contract terms and conditions, and preparing reports and presentations. This position is responsible for the procurement of construction, supplies, and services that are to be conducted in accordance with applicable federal, state and local laws, ordinances, rules and regulations. Direction is received from the Purchasing Manager. Essential Duties and Responsibilities CONTRACT AWARDS AND ACTIVITY Prepare and analyze competitive sealed bids, competitive sealed proposals, requests for quotations, and requests for statements of qualifications Prepare highly technical and complex specifications, contracts, and solicitation documents Identifies contract risks and recommends solutions to mitigate risks Conduct pre bid/pre proposal conferences and lead proposal evaluation teams Perform related research and value analysis to analyze responsive, responsible bidders; most advantageous offers; and evaluate qualifications of professional services Negotiate with consultants and contractors regarding specifications, scope of work, prices, terms and conditions Perform contract administration; coordinate between suppliers and departments; compliance with contract terms and conditions; compliance with grant requirements; and negotiation of contract amendments, extensions, and change orders Analyze cost and price data from vendors and perform contract audits when required Review and execute contracts, purchase orders, change orders and other documents within delegated authority ENSURE STATUTORY, POLICY, PROCEDURAL AND BEST PRACTICE COMPLIANCE Maintain the integrity of the public procurement process Effectively communicate purchasing policies and procedures to all personnel and interpret policies and procedures as necessary
Review applicable federal, state and local laws, ordinances, rules and regulations for changes relating to public procurement for municipalities and municipally owned utilities Review requisitions and contracts for dollar amount and type of purchase, ensuring they conform to state statute and NBU policy Provide training on bidding and quoting requirements with employees at all levels Attend procurement and other related classes to keep up with best practices for public procurement. Confer with consultants, contractors and suppliers in order to acquaint them with procurement policies and procedures and to obtain information on required products and services Analyze current procurement activities and recommend improvements through more efficient procurement methods, e procurement, privatization, quantity discounts, standardization, value analysis or cooperative purchasing REQUISTIONS AND PURCHASE ORDERS Reviews, evaluates, and monitors purchase requisitions for proper authorization, specifications, legal compliance, appropriate items or services, and recommend alternatives that would result in greater value Research vendors for correct commodity and negotiate pricing with vendors Creates and reviews purchase orders Researches and resolves receiving and accounts payable issues REQUESTS FOR QUOTES Receive materials or service request and create document in Excel Search vendor list for appropriate vendors and send quote Verify submitted quotes for pricing and accuracy Create requisition and purchase order for vendor awarded service or materials order RECORDS MANAGEMENT Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow up. Disburses and maintains current and organized filing system for files related to purchasing, purchase orders, vendors, bids, quotes, and other correspondence. Create report on closed contracts and purchase orders for removal from files Adhere to Records Retention requirements for all purchasing documents Maintain Record Retention log OTHER RESPONSIBILITIES Assist with annual inventory count, warehouse duties, and office clerical duties as needed GENERAL RESPONSIBILITIES Maintain regular attendance; leave schedule should be managed so as to not interfere with ability to accomplish tasks, including special projects and assignments with deadlines Adhere to NBU safety guidelines and practices at all times and in all situations Maintain a clean and safe work area, office, field site and vehicle as applicable Develop & maintain effective customer service skills for communications with co workers, customers and the public in general Maintain strict confidentiality of business, employee and customer information in written and oral communications and safeguard sensitive documents Adhere to NBU policies and procedures Exemplifies NBU Core Values of Integrity, Stewardship, Team and Safety Participate in and support initiatives to reach annual NBU Performance Measures Formal Education and Work Experience Requirements
Degree/Diploma Obtained Some College Work Experience Time Frame Three years or more Field of Study Business Bachelor's degree in Business, Accounting, or related field preferred Demonstrated analytical ability Certification and Licensures Requirements Valid Texas Driver s License Minimum Qualifications PREFERRED: Three years of experience in contract administration, solicitation methods, contract documents, laws, polices, and procedures related to public procurement Three years of experience in municipal public procurement in order to possess knowledge related to budgeting and accounting, and federal, state, and local purchasing laws Certification by the National Institute of Governmental Purchasing (NIGP) as Certified Professional Public Buyer (CPPB) or equivalent. Knowledge of Computer Software Arc GIS AutoCAD Crystal Reports Microsoft Access Microsoft Excel Microsoft Word Microsoft Publisher Microsoft Powerpoint No Knowledge Beginner Intermediate Expert Software Knowledge Experience with Machines, tools, equipment and other work aids
Telephone, Fax, Copier, Vehicle, calculator, projector, forklift, personal computer, printer Physical Demands Standing Occasionally Making Presentations Observing Work Site Observing Work Duties Communication with Co workers Fine Dexterity Constantly Computer Keyboard Telephone Keypad Calculator Calibrating Equipment Walking Frequently To Departments / Offices / Office Equipment Lifting Occasionally Supplies Around Worksite Equipment Files Carrying Occasionally Supplies Equipment Files Sitting Frequently Desk work Meetings Driving Reaching Frequently For Supplies For Files Handling Constantly Paperwork Monies Kneeling Occasionally Filing in Lower Drawers Retrieving Items From Lower Shelves / Ground Crawling Never Under Equipment Inside Attics / Pipes / Ditches Pushing / Pulling Frequently File Drawers Equipment Tables and Chairs Hose Climbing Occasionally Stairs
Ladder Step Stool Onto Equipment Vision Constantly Reading Foot Controls Occasionally Driving Computer Screen Driving Observing Worksite Balancing Occasionally On Ladder Operating Heavy Equipment Dictaphone On Equipment On Step Stool Bending Frequently Filing In Lower Drawers Retrieving Items From Lower Shelves / Ground Making Repairs Crouching Occasionally Retrieving Items From Lower Shelves / Ground Filing in Lower Drawers Hearing Constantly Communicating Via Telephone / Radio, to Co Workers / Public Listening To Equipment Twisting Constantly From Computer to Telephone Getting Inside Vehicle Talking Constantly Communicating Via Telephone / Radio, to Co Workers / Public Environmental Factors Never Seasonally Several Times Per Year Several Times Per Month Several Times Per Week Daily Extreme temperature (Heat, cold, extreme
temp. change) Wetness and/or humidity (bodily discomfort from moisture) Respiratory Hazards (Fumes, gases, chemicals, dust, and dirt) Noise and Vibration (sufficient to cause hearing loss) Physical Hazards (High voltage, dangerous machinery, aggressive Prisoners or patients) Health and Safety Conditions Never Rarely Occasionally Frequently Constantly Never Occurs Less Than 1 hour per week 1/3 or more of the time From 1/3 to 2/3 of the time 2/3 or more of the time Mechanical Hazards Chemical Hazards Electrical Hazards Fire Hazards Explosives Communicable Diseases Physical Danger or Abuse Primary Work Environment Office Environment Warehouse
Shop Vehicle Outdoors Hard Hat Overall Strength Demands Sedentary Exerting up to 10 pounds occasionally or negligible weight frequently, mostly sitting Light Exerting up to 20 pounds occasionally, 10 pounds frequently, walking or standing often Medium Exerting 20 50 pounds occasionally, 10 25 pounds frequently, or 10 pounds constantly Heavy Exerting 50 100 pounds occasionally, 25 50 pounds frequently, or 10 20 pounds constantly Very Heavy Exerting 50 pounds constantly Non-Physical Demands Frequently Occasionally Rarely Never Time Pressure Emergency Situations Frequent change of Task Irregular Schedule / Overtime Performing Multiple Tasks Simultaneously Working Closely With s as Part of a Team Tedious or Exacting Work Noisy / Distracting Environment
Employee Statement of Understanding THIS JOB DESCRIPTION DOES NOT CONSTITUTE AN EMPLOYMENT AGREEMENT BETWEEN NEW BRAUNFELS UTILITIES (NBU) AND THE EMPLOYEE. Nothing in this position description restricts NBU's ability to assign, reassign or eliminate duties and responsibilities of this job at any time. I HAVE READ AND RECEIVED A COPY OF THIS JOB DESCRIPTION. Employee s Signature Date: Employee s Name (PLEASE PRINT)